Introduction

Spindle Purchase Invoice Recognition has the ability to configure how to handle invoices dated in future periods and closed periods via configuration in Server Administration.

During initial scoping/installation the client will be consulted in order to confirm what current process is in place and then the same logic is applied to the system.

Reason

Purchase Invoices may arrive into a business that is dated for a closed or future accounting period. This configuration setting will allow the customer to chose how these invoices are handled.

Applies to:

Spindle Document Management v10 (Recognition Module)

Process

Open Server Administration on the Spindle Document Management server, and navigate to Recognition>System Configuration>Invoice Settings

Posting Options For Invoices dated in Closed Periods

The transaction date is taken from the uploaded invoice document, however when posting it is posted into the earliest open period. If all periods are closed, the invoice will defer until a period is opened.

When posting into Sage, if the invoice date is in a closed period, amend the Transaction Date in Sage to the first date of the next earliest open period. If all periods are closed, then the transaction cannot be posted. 

Example: invoice date: 10/01/2024, open period is month of July 2024. The Transaction Date in Sage will be amended to 01/07/2024.

When posting into Sage, if the invoice date is in a closed period, stop the invoice posting into Sage. A notification message will be provided in the Document Portal to notify the Invoice has failed to post.

Posting Options For Invoices dated in Future Periods

The transaction date is taken from the uploaded invoice document, which is now within the future period. However when posting, the invoice is deferred to the deferred waiting postings list and is released when the future period is opened in Sage.

Post into earliest open period and set the Transaction Date to the first day of the open period. 

Example invoice date: 10/11/2024, open period is month of July 2024. The Transaction Date in Sage will be amended to 01/07/2024.

When posting into Sage, if the invoice date is in a closed period, stop the invoice posting into Sage. A notification message will be provided in the Document Portal to notify the Invoice has failed to post. 

Notes

1) Following any changes to the above settings, the services must be restarted. You will be prompted to do this.

2) Any documents which have been sent for Recognition and are is a Analysed/Verification required state will have to be re-submitted in order for the posting periods to be applied successfully to the Purchase Invoices when posting to Sage 200.

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